TANA WATER WORKS DEVELOPMENT AGENCY

“RESERVED FOR FIRMS OWNED BY YOUTHS”

CHIEF EXECUTIVE OFFICER

TANA WATER WORKS DEVELOPMENT AGENCY

P.O. BOX 1292-10100

NYERI

TEL: 061-2032282

FAX- 061-2034118

EMAIL: info@tanawwda.go.ke

WEBSITE: www.tanawwda.go.ke

CLOSING DATE: 8th April 2020 at 10.00am

REGISTRATION OF FIRMS FOR PROVISION OF PRINTING

SERVICES OF PROMOTIONAL MATERIALS TWWDA/PQ/016/2020-2022

Page 2 of 20

Table of Contents Page

INTRODUCTION ……………………………………… 3

SECTION I - Invitation for Registration ……………..... 4

SECTION II - Instructions to Candidates…………………... 5

Appendix to Instructions to Candidates.

SECTION III - Letter of application

SECTION IV - Standard Forms

General information - (Form1)

Particular experience Record - (Form 2)

Personnel capabilities - (Form3)

Candidate Summary - (Form 3A)

Financial Capability - (Form 4)

Litigation History - (Form5)

Form of Registration

Confidential Business Questionnaire

Page 3 of 20

INTRODUCTION

1.1 This document has been prepared for registration of suppliers wishing to apply. The list

of registered suppliers will be used to invite bidders to quote / tender as and when

need arises and the list will be valid for the period 2020-2022. 1.2 The document includes a form for invitation for registration, instructions to candidates

and a letter of application with attached forms for candidates to complete.

NOTE: In order for a candidate to be registered, the bidder must meet the qualification

Criteria in Appendix 1.

Page 4 of 20

SECTION I - INVITATION FOR PREQUALIFICATION

Registration No. TWWDA/PQ/016/2020-2022

Registration Name: REGISTRATION FOR PROVISION OF PRINTING SERVICES OF

PROMOTIONAL MATERIALS

1. TANA WATER WORKS DEVELOPMENT AGENCY hereinafter referred as

“Procuring entity” intends to invite candidates for Registration for Provision of Services

of Printing Stationery, Calendars, Diaries and Other Promotional Items

Registration is open to all candidates as indicated in Appendix II

2. Interested eligible candidates may obtain a hard copy of this document from the

Procurement office at a fee of 1,000 or alternatively download the registration

documents for free from the website www.tanawwda.go.ke or IFMIS tender portal

http//:supplies.treasury.go.ke

3. Applications for registration must be submitted enclosed in plain sealed envelopes

marked with the registration name and reference number and deposited in the pre-

qualification box at TANA WATER WORKS DEVELOPMENT AGENCY, P. O.

Box 1292-10100 Nyeri, Baden Powel Road, addressed to The Chief Executive

Officer so as to be received on or before Wednesday 8th April 2020at 10.00am.

4. The documents will be opened immediately thereafter at the Resource Centre in the

presence of the candidates or their representatives who choose to attend.

THE CHIEF EXECUTIVE OFFICER

TANA WATER WORKS DEVELOPMENT AGENCY

MAJI HOUSE, BADEN POWELL ROAD

P.O. BOX 1292- 10100

NYERI

TEL. NO: 061-2032282

Page 5 of 20

SECTION II - INSTRUCTIONS TO CANDIDATES

Table of Contents

Page

2.1 Scope of Registration ……………………………….. 6

2.2 Submission of Applications …………………………. 6

2.3 Eligible candidates ………………………………………. 7

2.4 Qualification criteria…………………………………….. 7

2.5 Public sector companies……………………………………. 7

2.6 Conflict of interest …………….…………………………. 8

2.7 Corrupt or fraudulent practices…………………………… 8

Page 6 of 20

SECTION II - INSTRUCTIONS TO CANDIDATES

2.1 Scope of Registration

TANA WATER WORKS DEVELOPMENT AGENCY hereinafter referred to as the procuring

entity intends to prequalify contractors for Registration for Provision of Printing Services for

Promotional materials.

2.1.1 It is expected that registration applications will be submitted to be received by the

procuring entity not later than Wednesday 8th April 2020 at 10.00am.

2.1.2 Registration Document is open to eligible firms as indicated in appendix to instructions to

candidates.

2.2Submission of Application

2.2.1 Applications for registration shall be submitted in sealed envelopes marked with the

registration name and reference number and deposited in the pre-qualification box at

TANA WATER WORKS DEVELOPMENT AGENCY P.O. BOX 1292-10100, NYERI,

BADEN POWELL ROAD or be addressed to, The Chief Executive Officer to be

received on or before Wednesday 8th April 2020 at 10.00am.

2.2.2 TANA WATER WORKS DEVELOPMENT AGENCY reserves the right to accept or

reject late applications.

2.2.3 The name and mailing address of the applicant SHALL NOT be marked on the

envelope.

2.2.4 All the information requested shall be provided in the English language.

2.2.5 Failure to provide information that is essential for effective evaluation of the applicant’s

qualifications or to provide timely clarification or substantiation of the information

supplied may result in the applicant’s disqualification.

2.3 Eligible Candidates

2.3.1 This invitation for registration is open to all candidates who are eligible as defined in

Kenya’s Public Procurement Law and regulations and as indicated in the appendix to

instructions to candidates.

2.3.2 The procuring entity’s employees, committee members, board members and their

relatives (spouse and children) are not eligible to participate in the registration unless

where specially allowed under section 131 of the Act.

Page 7 of 20

2.3.3 All bidders found capable of performing the contract satisfactorily in accordance to the

set registration criteria shall be considered.

2.4 Qualification Criteria (See Appendix 1)

2.4.1 Registrations will be based on meeting the minimum requirements to pass in the criteria

set as shown below. The declaration will be either pass or fail regarding the applicant’s

general and particular experience and financial position as demonstrated by the

applicant’s response in the forms provided in Section IV and submitted with the letter of

application. The procuring entity reserves the right to waive minor deviations if they do

not materially affect the capability of an applicant to perform the contract.

2.4.3 Litigation History

The applicant should provide accurate information on any litigation or arbitration resulting from

contracts completed or under its execution over the last five years. A consistent history of

awards against the applicant or any partner may result in failure of the application.

2.5 Public Sector companies

2.5.1 Any public owned enterprise may be eligible to qualify if, in addition to meeting all the

above requirements, it is also legally and financially autonomous, it operates under commercial

law, and it is not a dependent agency of another public entity.

2.6 Conflict of Interest

2.6.1 The applicant shall not be associated, nor have been associated in the past, with the

consultant or any other entity that has prepared these documents. Any such association

must be disclosed and may result in the dis-qualification of the applicant.

2.7 Corrupt or Fraudulent Practices

2.7.1 The Procuring entity requires that bidders observe the highest standard of ethics during

the procurement process and execution of contracts when used in the present regulations,

the following terms are defined as follows;

(i) “corrupt practice” means the offering, giving, receiving, or soliciting of anything

of value to influence the action of a public official in the procurement process or

in contract execution; and

(ii) “fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of the

Procuring entity, and includes collusive practice among bidders (prior to or after

tender submission) designed to establish bid prices at artificial non-competitive

Page 8 of 20

levels and to deprive the Procuring entity of the benefits of free and open

competition;

2.7.2 The procuring entity will reject a proposal for award if it determines that the bidder

recommended for award has engaged in corrupt or fraudulent practices in competing for

the contract in question.

2.7.3 Further a bidder who is found to have indulged in corrupt or fraudulent practices risks

being debarred from participating in public procurement in Kenya.

Page 9 of 20

APPENDIX TO INSTRUCTIONS TO BIDDERS

Notes on the Appendix to the Instruction to Bidders

1. The Appendix to instructions to candidates is intended to assist the

procuring entity in providing specific information in relation to the

corresponding clause in the instructions to the candidates included in

Section II and has to be prepared for each specific procurement.

2. The procuring entity should specify in the appendix information and

requirements specific to the circumstances of the procuring entity, the goods

to be procured and any criteria/s that will apply for registration.

3. In preparing the Appendix the following aspects should be taken into

consideration;

(a) The information that specifies and complements provisions of

Section II to be incorporated

(b) Amendments and/or supplements if any, to provisions of

Section II as necessitated by the circumstances of the goods to

be procured to be also incorporated

4. Section II should remain unchanged and can only be amended through the

Appendix.

5. Clauses to be included in this part must be consistent with the public

procurement law and the regulations.

Page 10 of 20

Appendix to Instructions to Bidders

The following information regarding the particulars of the documents shall

complement supplement or amend the provisions of the instructions to the bidders.

Wherever there is a conflict between the provision of the instructions to the bidders

and the provisions of the appendix, the provisions of the appendix herein shall

prevail over those of the instructions to bidders

INSTRUCTIONS TO

BIDDERS REFERENCE

PARTICULARS OF APPENDIX TO

INSTRUCTIONS TO BIDDERS

2.1.1

Registration For Provision Printing services for Promotional

materials.

TWWDA/PQ/016/2020-2022

2.18.1

Closing date will be Wednesday, 8th April

2020 2.18.3 Paginating and binding of tender document to

be as per the instructions above.

2.29.1

As in 2.18.1 above

2.3.1 Candidate must provide a copy of a current

certificate of preference and reservation

obtained from either the County Government or

the National Government.

Page 11 of 20

SECTION III - LETTER OF APPLICATION

Date ……………………………

To THE CHIEF EXECUTIVE OFFICER

P.O BOX 1292-10100

NYERI

Ladies and/or Gentlemen

1. Being duly authorized to represent and act on behalf of (name of

firm) (hereinafter referred to as “the Applicant” ), and having reviewed and fully understood all

of the pre-qualification information provided, the undersigned hereby apply to be prequalified by

yourselves as a bidder for the following contract(s) under (Reg No. and Reg name)

Registration number Registration name

1.

2.

3.

4.

5.

Page 12 of 20

2. Attached to this letter are copies of original documents defining

(a) the Applicant’s legal status

(b) the principal place of business and

(c) the place of incorporation (for applicants who are corporations), or the

place of registration and the nationality of the owners (for applicants who

are partnerships or individually-owned firms).

3. Your Agency and its authorized representatives are hereby authorized to conduct any

inquiries or investigations to verify the statements, documents, and information submitted in

connection with this application, and to seek clarification from our bankers and clients regarding

any financial and technical aspects. This letter of Application will also serve as authorization to

any individual or authorized representative of any institution referred to in the supporting

information, to provide such information deemed necessary and as requested by yourselves to

verify statements and information provided in this application, such as the resources, experience,

and competence of the Applicant.

4. Your Agency and its authorized representatives may contact the following persons for

further information.

General and managerial inquiries

Contact 1

Telephone 1

Contact 2

Telephone 2

Personnel inquiries

Contact 1

Telephone 1

Contact 2

Telephone 2

Technical inquiries

Contact 1

Telephone 1

Contact 2

Telephone 2

Financial inquiries

Contact 1

Telephone 1

Contact 2

Telephone 2

Page 13 of 20

5. This application is made with the full understanding that:

(a) Bids by applicants will be subject to verification of all information submitted for

registration at the time of bidding.

(b) Your Agency reserves the right to:

amend the scope and value of any contracts bid under this project; in such

event, bids will only be called from bidders who meet the revised

requirements; and

reject or accept any application, cancel the tender process, and reject all

applications

(c) your Agency shall not be liable for any such actions and shall be under no obligation

to inform the Applicant of the grounds for them

1. We confirm that if we bid, that bid, as well as any resulting contract, will be:

(a) signed so as to legally bind all partners, jointly and severally.

2. The undersigned declare that the statement made and the information provided in the

duly completed application are complete, true, and correct in every detail.

Signed Signed

Name Name

For and on behalf of (name of Applicant) For and on behalf of (name of partner)

Signed Signed

Name Name

For and on behalf (name of Partner)

For and on behalf of (name of partner)

Signed Signed

Name Name

For and on behalf (name of Partner)

For and on behalf of (name of partner)

Page 14 of 20

SECTION IV - STANDARD FORMS

Table of Contents

Form No. Name

Page

1. General information …………………………………………..14

2 Particular experience record………………………………….. 15

3 Personnel capabilities………………………………………….16

4. Financial capability…………………………………………… 17

5. Litigation History…………………………………………….. 19

6. Form of Registration ………………………………………….. 22

7. Confidential Business Questionnaire …………………………………………. 23

Page 15 of 20

SECTION IV - STANDARD FORMS

Notes on completion of Standard Forms

Application Form 1 - General information

This form is to be completed by all applicants. Where the

applicant proposes to use sub-contractors the information should

be supplied in this format.

Application Form 2- Particular Experience Record

This form is to be completed by all applicants meeting the

requirement set out in the instructions to candidates.

Application Form 3 - Personnel Capabilities

This form is to be completed by all applicants. It shall include

specific positions essential to contract implementation. The

applicants shall provide the names of at least two candidates

qualified to meet the specified requirements stated for each

position.

Application Form 4- Financial Capability

This form shall be completed by every applicant. It should

contained financial information to demonstrate that they meet the

requirements stated in the instructions to candidates. If necessary

separate sheets should be used to provide complete banker

information. A copy of the audited balance sheet if available

should be attached. The information should include the summary

of actual assets and liabilities for the last five years.

Application Form 5 - Litigation History

This form is to be completed by all applicants including each

member. It should provide information on any history of litigation

or arbitration resulting from contracts executed in the last five

years or currently under execution.

The form of tender must be completed by the tenderer and

submitted with the tender documents. It must also be duly signed

by duly authorized representatives of the tenderer.

Confidential Business Questionnaire Form - This form must be completed by the bidder and

submitted with the bid documents.

Page 16 of 20

APPLICATION FORM (1)

GENERAL INFORMATION

1.

Name of firm

2.

Head office address

3.

Telephone Contact

4.

Fax E-mail

5. Place of

incorporation/registration

Year of incorporation/registration

Nationality of owners

Name Nationality

1.

2.

3.

4.

5.

Page 17 of 20

APPLICATION FORM (2)

PARTICULAR EXPERIENCE RECORD

Name of Applicant :

(You may attach details of your Experience record relevant to this registration)

NB: THIS PART IS EXEMPTED FOR THE DISADVANTAGED GROUPS.

ATTACHING A COPY OF A VALID (AND PRESENT YEAR) PREFERENCE AND

RESERVATION CERTIFICATE IS ADEQUATE.

Page 18 of 20

FORM OF REGISTRATION

Date

Registration No.

To:

[name and address of procuring entity]

Gentlemen and/or Ladies:

1. Having examined the registration documents including Addenda

Nos. ………………………………. [insert numbers].the receipt of which is hereby duly acknowledged,

we, the undersigned, offer to supply deliver, install and commission (

…………………………………………… (insert equipment description) in conformity with the said

registration documents .

2. We undertake, if our document is accepted, to deliver install and commission the equipment in

accordance with the delivery schedule specified in the Schedule of Requirements.

3. We agree to abide by this registration for a period of …… [number] days from the date fixed

for tender opening of the Instructions to tenderers, and it shall remain binding upon us and may be

accepted at any time before the expiration of that period.

5. This document, together with your written acceptance thereof and your notification of award,

shall constitute a Contract, between us; Subject to signing of the Contract by the parties.

6. We understand that you are not bound to accept the lowest or any tender you may receive.

Dated this day of 20

[signature] [in the capacity of]

Duly authorized to sign registration for an on behalf of

Page 19 of 20

CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM

You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c )

whichever applied to your type of business

You are advised that it is a serious offence to give false information on this form

Part 1 – General:

Business Name ……………………………………………………………………………………………………..

Location of business premises. ……………………………………………………………………………………..

Plot No………………………………………………… Street/Road ………………………………………………..

Postal Address …………………………….. Tel No. …………………. Fax ………………. E mail …………….

Nature of Business ,………………………………………………………………………………………………..

Registration Certificate No. ………………………………………………………………………………………

Maximum value of business which you can handle at any one time – Kshs. …………………………………………

Name of your bankers …………………………………………….. Branch ………………………………………

Part 2 (a) – Sole Proprietor

Your name in full …………………………………………………….. Age ………………………..

Nationality ………………………………… Country of origin …………………………………….

Citizenship details …………………………………………………………………………………….

Part 2 (b) Partnership

Given details of partners as follows:

Name Nationality Citizenship Details Shares

1. ……………………………………………………………………………………………………….

2. ………………………………………………………………………………………………………

3. ……………………………………………………………………………………………………..

4. ……………………………………………………………………………………………………..

Part 2 (c ) – Registered Company

Private or Public ……………………………………………………………………………………………………….

State the nominal and issued capital of company-

Nominal Kshs. ………………………………

Issued Kshs. …………………………………

Given details of all directors as follows

Name Nationality Citizenship Details Shares

1………………………………………………………………………………………………………………………..

2. ……………………………………………………………………………………………………………………..

3. ………………………………………………………………………………………………………………………

4. ………………………………………………………………………………………………………………………

5 ……………………………………………………………………………………………………………………….

Date ………………………………………………………….. Signature of Candidate ………………………………..

If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or

registration.

Page 20 of 20

REGISTRATION NO…………………..

SUPPLIER EVALUATION CRITERIA FOR PRINTING SERVICES OF PROPMOTIONAL

MATERIALS

Bidder No. ……………………….. BIDDER NAME ……………………….

1. MANDATORY REQUIREMENTS Yes No Remarks

Submission of valid documents under listed:- THESE

REQUIRE

MENTS

ARE

OPTIONA

L

i) Valid Tax compliance Certificate

ii) Certificate of Incorporation / Registration.

iii) Registration with local authority.

iv) Must clearly indicate the physical location, mobile

number/s and landline/s were applicable.

v) Submit at least ONE COPY of the Registration document

marked signed and stamped.

2 TECHNICAL AND OTHER REQUIREMENTS

Require

d Marks

Awarded

Marks

Remarks

i. Attach a copy of the CURRENT CERTIFICATE OF

PREFERENCE AND RESERVATION (YOUTH) FROM

THE COUNTY GOVERNMENT OR THE NATIONAL

GOVERNMENT/OR BOTH WHERE POSSIBLE.

50

ii)Previous dealings with TWWDA - will address issues such as:-

Late delivery (Less 3)

Partial delivery(less 3)

Poor quality goods/returns e.g. Counterfeit Goods (less 3)

NB: Those who haven`t been engaged by TWWDA in the past

will be exempted/score all.

15

iii) Provide information on: Tel- landlines/mobiles, E-mail

address and contact person(s) 25

vii) Company profile / business profile 5

viii) Complete Confidential Business Questionnaire attached 5

Total Marks 100

NB: A bidder shall be prequalified upon attaining at least 75 marks.